Managing Attendance in Catholic Maintained Schools

Background Policy First Issued to Schools in March 1999 for adoption by Boards of Governors Policy First Issued to Schools in March 1999 for adoption by Boards of Governors Minor updating and re-issued January 2007 Minor updating and re-issued January 2007 Covers all absence reported as sick leave any form of unauthorised leave Covers all absence reported as sick leave any form of unauthorised leave Copies issued to all teachers and to new teachers on appointment Copies issued to all teachers and to new teachers on appointment

Background Direct Costs Direct Costs Statutory Sick Pay Statutory Sick Pay Occupational Sick Pay Occupational Sick Pay Cost to the school Cost to the school 3 teachers – 1 st 10 Days 3 teachers – 1 st 10 Days 4+ teachers – 1 st 20 days 4+ teachers – 1 st 20 days Indirect Costs Indirect Costs Effect on pupils’ education Effect on pupils’ education Effect on colleagues Effect on colleagues Parental concerns – lack of confidence Parental concerns – lack of confidence Management difficulties – sub-cover for certain subjects Management difficulties – sub-cover for certain subjects Poor morale and Temporary staff Poor morale and Temporary staff

Aims of the Policy To ensure staff are treated fairly, consistently and with sensitivity during times of illness To ensure staff are treated fairly, consistently and with sensitivity during times of illness To standardise absence management To standardise absence management To inform all teachers of Policy and Procedures To inform all teachers of Policy and Procedures To promote and enhance an attendance culture To promote and enhance an attendance culture To raise awareness of CCMS Welfare Service To raise awareness of CCMS Welfare Service

Roles & Responsibilities CCMS CCMS To advise and assist Boards of Governors and Principals in managing attendance To advise and assist Boards of Governors and Principals in managing attendance To identify trends and patterns to help inform decision making and future policy To identify trends and patterns to help inform decision making and future policy

Roles & Responsibilities Board of Governors Board of Governors Overall responsibility to ensure effective management of the attendance of all teachers in the school Overall responsibility to ensure effective management of the attendance of all teachers in the school To ensure that the Principal applies the procedures in a fair and equitable manner To ensure that the Principal applies the procedures in a fair and equitable manner To review staff attendance on a termly basis To review staff attendance on a termly basis

Roles & Responsibilities Principal Principal To implement the Procedure in a fair and equitable manner To implement the Procedure in a fair and equitable manner To ensure effective communication and consultation takes place when applying the procedure To ensure effective communication and consultation takes place when applying the procedure To ensure that due respect is given to the confidentiality of sensitive information To ensure that due respect is given to the confidentiality of sensitive information

Roles & Responsibilities Teachers Teachers To care for his/her physical capacity and mental well being To care for his/her physical capacity and mental well being To familiarise themselves with the Policy and Procedures To familiarise themselves with the Policy and Procedures To comply with the communication requirements of the Procedures To comply with the communication requirements of the Procedures

Categories of Absenteeism Short-Term Short-Term Frequent minor absence – one & two days Frequent minor absence – one & two days Persistent Intermittent Persistent Intermittent Regular short and / or long term absence Regular short and / or long term absence Long-Term Long-Term Chronic or acute illness of at least 4 weeks duration Chronic or acute illness of at least 4 weeks duration

Managing Attendance Role of Teacher – At Start of Absence Role of Teacher – At Start of Absence If unfit, must personally or make arrangements to notify Principal / designated person asap as per local procedures or at least 1 hour before school starts If unfit, must personally or make arrangements to notify Principal / designated person asap as per local procedures or at least 1 hour before school starts Give explanation of the absence Give explanation of the absence Give likely duration (if possible) Give likely duration (if possible)

Managing Attendance Role of Teacher - Documentary Evidence Role of Teacher - Documentary Evidence Up to three days – School Form SA3 Up to three days – School Form SA3 Between 4 and 7 Days – Self Cert Form CCU67 Between 4 and 7 Days – Self Cert Form CCU67 Over 7 Days – Medical Certificate Over 7 Days – Medical Certificate Over 14 consecutive days – Signing off Line Over 14 consecutive days – Signing off Line 4 Weeks or more – 1 week’s notice to return 4 Weeks or more – 1 week’s notice to return

Managing Attendance Role of Teacher - On return to work Role of Teacher - On return to work Contact Principal upon return – 1 st day Contact Principal upon return – 1 st day Give brief explanation of the reasons Give brief explanation of the reasons Attend meetings (formal / informal) Attend meetings (formal / informal) Undergo medical examination – if required Undergo medical examination – if required

Managing Attendance Role of Principal Role of Principal Implement Policy Implement Policy Communicate Procedures Communicate Procedures Ensure Attendance is a regular feature on Agendas – BoG, SMT, Staff Meetings Ensure Attendance is a regular feature on Agendas – BoG, SMT, Staff Meetings Maintain contact whilst teacher is on sick leave Maintain contact whilst teacher is on sick leave Interview teachers on return to work Interview teachers on return to work Keep records – copy medical certs and forward originals to Teachers’ Salaries Branch Keep records – copy medical certs and forward originals to Teachers’ Salaries Branch Review all staff attendance on a regular basis Review all staff attendance on a regular basis Convene and conduct formal consultative interviews Convene and conduct formal consultative interviews

Managing Attendance Triggers Triggers Consultation interviews take place if any of the following take place: Consultation interviews take place if any of the following take place: 8+ casual days in a rolling 12 month period 8+ casual days in a rolling 12 month period 3+ days x 3+ periods in a rolling 12 month period 3+ days x 3+ periods in a rolling 12 month period 4 weeks or more continuous absence 4 weeks or more continuous absence 5% or more absence rates 5% or more absence rates

Managing Attendance Formal Consultation Meeting Formal Consultation Meeting Takes place if triggers occur Takes place if triggers occur Notify teacher in writing giving reasons, absence details & right of representation Notify teacher in writing giving reasons, absence details & right of representation Teacher given opportunity to discuss problems and offered advice and support Teacher given opportunity to discuss problems and offered advice and support Highlight consequences of continued high levels of absence Highlight consequences of continued high levels of absence Record kept and formal letter issued Record kept and formal letter issued

Managing Attendance Monitoring Attendance Monitoring Attendance Early detection of Problems Early detection of Problems Prompt resolution Prompt resolution Good management practice Good management practice Assists with planning Assists with planning Management of finances Management of finances

Summary Support and assist staff Support and assist staff Fair, consistent and sensitive treatment Fair, consistent and sensitive treatment Communication Communication Monitoring Monitoring Effective school management Effective school management